columbia university procurement
if any of their partners, owners, share holders, principles or employees are related to Columbia University employees. The Purchasing Department works directly with the various schools and departments to identify sourcing opportunities and strategies that meet their respective operational and financial goals. PURCHASING POLICIES AND PROCEDURES FOR CONSTRUCTION/FACILITIES SERVICES, 1.00 QUALIFIED VENDORS 2, 1.20 TASK OREDER AGREEMENT VENDORS 3, 1.30 QUALIFICATION PROCESS 3, 1.40 TERMINATION OF VENDORS 4, 1.50 DISCLOSURE 5, 2.00 VENDOR SELECTION 6, 2.40 MWL OBJECTIVES 8, 2.60 CONTRACT REQUIREMENTS 9, 3.00 BID LIST PREPARATION 10, 4.00 BID PROCESS 13, 5.00 BID SUMMARY 15, 6.00 RECOMMENDATION TO AWARD 17, 7.00 LETTER TO LOSING BIDDERS 17, 8.00 AWARDING WORK PROCEDURES 18, 9.00 REQUISITION FOR PURCHASE ORDER 18, 10.00 CONTRACT AWARD LETTER 18, 11.00 VENDOR EVALUATION 18, 12.00 FEDERAL REQUIREMENTS 19, (see related Facilities policy PA 001-01). Once the bids are leveled and bids are substantially equivalent, a final bid summary will be proposed. Product Recall Notification. For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. 1.10 All Facilities maintenance and construction related Vendors selected to perform work for the University will be required to be qualified by the Purchasing Department prior to any commencement of work. A copy of the Competitive Sourcing Price Summary - Non Sponsored form is available through this link below. WebProcurement Services Vendor Management Vendor Management (VM) is a unit within the Procurement Department responsible for maintaining the vendor file utilized for This policy promotes access for suppliers to competitive opportunities by requiring that either bids be obtained for goods and services or that appropriate justification is provided when a competitive process is not followed. 1.14 Vendor Qualification will establish the vendor with CUs procurement and accounts payable systems for contracts, payment and tracking. This webpage lists Members of the Facilities Management and Campus Services team frequently work with outside vendors and contractors to provide key services to the Columbia University Irving Medical Center community. WebHR, Payroll, & Finance Systems (PeopleSoft) USC Authentication System If you have already signed up for multifactor authentication under myaccount.sc.edu, use one of the following to login: Network Username - This is primary method enrolled students, faculty, staff, and affiliates use to connect to university systems. For the RFQ process a contract award must be based on the provision by the suppliers of the specified products or services. Updated 9/13/2020; 5:00pm - added FAQ #15 below related to subawardees Learn about Using the P-Card (Reconciling and Approving Transactions), Learn about P-Card Setup and Modification, Purchase Using the Pay Card (Human Subjects), Purchase Using the Travel and Expense Corporate Card, Columbia University in the City of New York, Sponsored Projects: Post-Award Financial Administration, Advisory Committee on Socially Responsible Investing, EVP of Finance and Information Technology, Reduce the transaction cost of processing the purchase and the payment. 3.13.1 Except as stated in Section 3.14 below, work greater than $5,000 and up to$20,000 for individual trades or $50,000 for general contractors, requires a minimum of one written proposal from a Task Order vendor. Columbia University Irving Medical Center, Columbia University and CUIMC-specific safety and compliance guidelines. be specific in defining Bid period (interval). Task Order Vendors will exist in an environment of dynamic competition. WebAll eligible April, May, and June 2023 degree candidates, and February 2023 and October 2022 graduates, from all schools and colleges affiliated with Columbia University, as well as family and friends, are encouraged to join in on the celebration. 2.51 Project Directors are responsible for ensuring that the bid list is consistent with the intent of the policy to encourage use of a diverse vendor base that is subject to competition from qualified new vendors. 3.14 If a Task Order vendors contract stipulates unit pricing that is all inclusive (providing for, but not limited to labor and material within the unit cost) a Work Order may be issued to a Task Order Vendor for work greater than $5,000 and up to $20,000 for individual trades or general contractors, provided that any additional or miscellaneous costs not included in the unit pricing schedule, do not exceed $5,000. 5.11 Competitive Task Order Proposals will be recorded as competitive on the requisition summary if at least two (2) vendors respond for amounts under $5,000, and two (2) vendors respond for amounts between $5,000 and $20,000 /$50,000, otherwise they will be classified as Task Order on the requisition summary. 4.73 Bidding instructions should request that bidders respond by mail or fax if they are not going to participate prior to the bid due date. The supporting document for these purchases is completed during the Purchase Requisition process in ARC. This average GPA means Columbia University in the City of New York is brutally selective - the most competitive applicants in the world are already applying to the school, in hopes of taking up residence in New York, and, options for renewal upon satisfactory review with competitive bidding / negotiation. In order to upload documents to Procurement, or to check the status of a current order or Also known as Financial Systems Security Application (FSSA) or ARC Access Request. The vendors financial information will be established in the qualification information. December 13, 2022 The corporate card is managed through billing to cardholders, who directly pay the corporate card bill and are reimbursed through the Universitys employee expense reimbursement process. Except as otherwise required by statute, an award that requires the contracting (or subcontracting) for construction or facility improvements shall provide for the recipient to follow its own requirements relating to bid guarantees, performance bonds, and payment bonds unless the construction contract or subcontract exceeds $100,000. It is important to note that when requesting quotes from potential suppliers, they must be presented in writing on the companys letterhead. While engaged in the bidding process at Columbia University, it is imperative that all information given to those bidding, as well as the information received from those bidders is safeguarded so that it remains confidential. Notification should be sent within one week of the award decision and approval of the requisition for a Purchase Order. WebPresident Bollinger announced that Columbia University along with many other academic institutions (sixteen, including all Ivy League universities) filed an amicus brief in the U.S. District Court for the Eastern District of New York challenging the Executive Order regarding immigrants from seven designated countries and refugees. Because of where you work, you and your family get exclusive offers with T-Mobile Work Perks. 6.10 The Recommendation to Award work or a contract should be made by the responsible Project Manager and include a copy of the Bid Summary, and any supporting documents that might be required. Vendor Management receives approximately 200 requests each day to create or modify vendor/payee profiles. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. For the purchase of goods and/or services whose aggregate dollar threshold does not exceed the $10,000 competitive sourcing threshold, multiple quotes are not required but the customer should seek to ensure that the price obtained for the good or service is considered to be fair and reasonable. 3.11.3 Competitive Task Order proposals may be used for any work performed within the Task Order limits, $20,000 per individual trade and $50,000 for general contractors. Need to update any information on your vendor account? If a supplier other than the lowest price is selected, a justification is required to indicate the specific rationale. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. These provisions, which also must be applied to subcontracts, are listed below. Through the Competitive Procurement process, supplier proposals should be reviewed to determine if the most competitive pricing has been offered. 3.14.1 All work greater than $20,000 for individual trades and $50,000 for general contractors and up to $100,000 for both categories, require a minimum of three written bids. A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. BID LIST PREPARATION - see in next section. Purchasing will, upon receipt of the requested information, provide approval of the requisition and subsequently issue the purchase order and notify the Project Manager so the award letter can be issued. 1.21 Task Order Agreement Vendors will be chosen from the qualified list of vendors that have performed successfully with the University on individual jobs and who can sustain a regular volume of work and maintain service, quality and cost effectiveness. This program E&I, VHA Novation, etc.). Web2. Scroll to explore Featured In Focus Previous Next 1 / 4 The following represents the competitive sourcing process employed by the University for those goods and services that are directly funded by a sponsored funding source. WebProcurement Services. This is based on the school's average score. Look up our team in the Finance Organizational Charts. Work awarded utilizing unit pricing will indicate the scope of work. Procurement analyst must ensure compliance with University and Facilities' policies. Termination may occur due to: failure to adhere to the Task Orders and conditions of their contract, unsatisfactory performance, repeatedly unsuccessful or un-competitive bidding, unlawful conduct, federal disbarment, the act of subjecting individuals to unsafe practices or conditions or any activity or condition deemed unacceptable by Columbia Universitys Purchasing or Facilities Departments. delivery schedule, freight costs, return policies, warranties, etc.) Fair and reasonable pricing is based on supply and demand, market indices and general market conditions. GSA, NYS Contracts, etc. WebUser account creation, deletion and management of privileges for ARC, the University's financial system. The Recommendation to Award is to have a written approval by the facilities group AVP, or designee, indicating approval of the analysis and decision. Late bids, which are received after the deadline, may be accepted in extenuating circumstances. Procurement analyst is responsible for reviewing proposals, facilitating descope meetings, confirming award decisions, issuing the contract, negotiating the Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. Acceptance requires the Facilities Organizations Associate Vice Presidents approval, providing none of the bids were opened prior to the receipt of the late bid. EDM - Procurement Documentation Application EDM - Procurement Documentation Application October 16, 2020 This online application allows departments 2.16 Utilization of firms should be distributed to provide opportunities for all firms to bid on and obtain work based on their competitiveness. 2.27 Project Managers and Directors are to develop the bidders list for each project based on these policy goals in a manner that is consistent with their understanding of the projects sensitivities and complexities and for which projects it would be appropriate to introduce new firms. GF-2023-B-0010 | Drawings | Specifications | Attachments. 4.74 Disclosure of bid information during the bidding process (original bid, rebid or leveling) will be reason for dismissal of any Columbia University employee, consultant or contractor. The following provide various options to the supplier selection process: The Request for Quotation (RFQ) Process (Simplified Acquisition Threshold). then the lowest priced responsive and responsible supplier must be awarded the contract. Bids submitted to Facilities are to be sent to a designated individual, Bid Coordinator, within the facilities organization who keeps them in a secure location until the bid deadline / opening. Please refer toColumbia Universitys Purchasing Policy Conflicts of Interest, Section 1.05. Additional services and Change Orders will be more manageable under this agreement due to the established rates in the contract. Purchasing. ), Completed through an accepted cooperative agreement. P-Card Setup and When goods, and particularly services, do not have standardized specifications or complex requirements the competitive sourcing process best employed is the Request for Proposal (RFP) process and the following conditions apply: The RFP process brings structure to the procurement decision, with the establishment of a document outlining requirements, articulation of evaluation criteria, and often formal communication activities such as a bidders conference. Acceptable forms of documentation include: As, by definition in a non-competitive procurement there is no direct price competition, if possible a cost or price analysis based on a breakdown of costs should be performed for all contracts in excess of $250,000 to determine if the estimated cost is reasonable prior to awarding the contract. 1.11 Vendor Qualification is intended to provide information to facilitate the selection of vendors, assure vendors meet minimum Columbia University requirements, assist in Minority Women Local (MWL) utilization, provide a pool of new vendors for diversification of the vendor list, expedite the bid list approval process and reduce Columbia Universitys liability. Are you interested in doing business with Columbia University? 2.26 Project Managers and Directors will make every effort to avoid awarding work to any vendor so that Columbia University constitute an amount of work which is larger than prudent, from the perspective of the University, in proportion to their total volume of work for a given year with all customers including Columbia University. Upon receipt of each request, the VM team conducts a review and validation procedures and, as necessary, follows up with vendors/payees and requesting departments. (include previous Purchase Order number used). The Purchasing Office is also responsible for soliciting and awarding all Task Order Contracts in consultation with the Construction Departments, Policies and Procedures for Vendor Qualification and Purchasing of Facilities Services for the purchase of Construction/Facilities Services. If such a determination has not been made, the minimum requirements shall be as follows: A bid guarantee from each bidder equivalent to five percent of the bid price. Executive Director of Accounts Payable The dollar volume of work should be matched with the capability of the vendor, Number of opportunities the vendor has had throughout the CU portfolio, Number of active projects the vendor currently is engaged in, Experience with projects of a similar nature, Landlord stipulates the vendor in lease terms. 2.19 Task Order Agreement Vendor selection should be distributed among qualified Task Order Agreement firms based on the number of projects and the total dollar volume of work within the relevant trade or specialty. Using the P-Card to make purchases and provide payment is cost-effective for the University as it allows departments to: ARC is the consolidated Finance system for Columbia University and includes components for Purchasing, Accounts Payable, P-Card, and Vendor Profiles. An RFP should include both standard University requirements and requirements specific to the product/service being sought. WebColumbia awards more than $204 million annually in scholarships and grants from all sources. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. WebProcurement Documentation Welcome to the Procurement Documentation application. Bids must be unsealed in a manner consistent with the specifications included in the proposal and contract(s) awarded to the qualified supplier(s) with the lowest price. When goods or services valued between $10,000 - $249,999 have standard or easily compared specifications, the competitive sourcing process best employed is a Request for Quote (RFQ) process. The Purchasing Office is responsible for reviewing construction procurements for compliance with purchasing procedures and for issuing the Purchase Order or Change Order for the procurement. 1.12 Vendor Qualification is intended to be an informative process that establishes a vendors area of expertise, services and product line. 4.71 All competitively bid work requires sealed bids. 4.60 Transmittal of Supplemental Information. WebThis policy responds to all applicable Federal procurement laws and regulations, including but not limited to Uniform Guidance CFR 200.320 - 200.326 and the Federal Acquisition The sealed bid proposal process is used for firm fixed price contracts where the contract will be awarded on a lowest price basis and is the preferred process for supplies, equipment and construction awards. For construction, operations, and maintenance projects (see full list in sidebar), email The P-Card Office also manages the Universitys Corporate Card Program. We are also responsible for negotiating and signing most This form provides a record of the selection process. 4.72 Late Bids must be time stamped, noted as late and filed in the project folder. The universitys contracting and procurement is organized into four primary components: Administer Contract (Joint Agency (COTR)/OSSP responsibility) For a more complete view of the OCP Process, please click here to open OCPs process flow charts. If the bidder refuses to provide a breakdown of his/her costs, it may be necessary to re-solicit bids. 10.10 A standard form letter shall be used for the award of all contracts. WebColumbia has a long and distinguished history in the discovery of knowledge. UM Procurement Teresa Vest, Associate Director 2910 Lemone Industrial Drive, Columbia (573) 882-7171-work email | View staff info Finance Operations Jennifer Alexander, Manager 2910 Lemone Industrial Blvd, Columbia (573) 882-1450 email | View staff info Surplus & Asset Management Mark Foley Surplus Property Bldg 1507 Capen Residents must keep all furnishings in their room, including bed frames and mattresses. Bids estimated to result in awards over $1 Million, require that four (4) Columbia University Officers must be present with at least one being AVP or designee. Learn How to Modify Vendor / Payee Profiles, Request a New Columbia Facilities Supplier / Payee, Columbia University in the City of New York, Sponsored Projects: Post-Award Financial Administration, Advisory Committee on Socially Responsible Investing, EVP of Finance and Information Technology. For students entering the university in the 2017-18 academic year, 51% chose to submit ACT scores. Networking with the University community may provide suitable options, but might still require vetting based on the criteria outlined in either the RFQ or RFP. AVP, Procurement Services Appendix A to OMB Circular A-110 contains mandatory procurement provisionsalso known as flow down clausesfor contracts, including small purchases that do not meet the simplified acquisition threshold, awarded by recipients of Federal grants and cooperative agreements. Normally, the competitive pricing forces of the marketplace determine the reasonableness of the low price obtained through sealed bidding. 2.28 Provisions for unanticipated, emergency procurement as defined in Section 6.00 of the purchasing guidelines will be made as they occur but such emergency procedures are not intended for convenience or to circumvent the purchasing policy. The links to the policies are provided below. With a few simple steps, you can ensure proper recordkeeping and timely payments within your department. The bidding policy requirements shall apply to all rebids. When non-construction-related goods and services are sought to be procured and the cost exceeds $250,000, the competitive sourcing process to be employed is the Competitive Proposal process. DSAs These are Departmental Select Agreements and are for goods and/or services that are competitively bid and negotiated on behalf of an individual or group of department(s) or school(s) with the intention of awarding a term contract. 2.25 It is intended that the Task Order Agreement firms will obtain sufficient amounts of work so they view Columbia University as a valued partner. The typical work week is Monday thru Friday 8:00 am- 5:00 pm. Make an inquiry via cufaphelp@columbia.edu or call 212-854-6679 (for Morningside, Manhattanville and Baker Athletics Complex only*). WebColumbia University School of Professional Studies Career Design Lab Facebook LinkedIn Instagram 729 7th Avenue, 3rd Floor New York, NY 10019 (212) 854-1102 careerdesignlab@columbia.edu The Columbia University policy on competitive procurement provides guidance to ensure that all procurement activity meets applicable regulatory requirements and that the University maintains a competitive sourcing environment. Ultimately, the goal is to enlist those suppliers that have the products, capabilities, deliverability, service levels, expertise, resources, and knowledge of the University environment that will afford a successful outcome for the University stakeholder(s). WebThe mission of the Supply Chain Shared Service Center is to support the educational, research, and patient care missions of the Johns Hopkins Institutions by providing effective and efficient supply chain management services in a customer focused manner. Since its founding in 1754, the University has been committed to creating and maintaining facilities that are of the highest quality and value. RFI/Supplier Pre-Qualification an RFI (Request for Information) method is generally used during an RFP process to collect information about suppliers in determining a supplier's capabilities and if they are able to meet the requirements of the bid process. WebThe office is dedicated to providing ethical, customer-oriented service and implementing best practices in every procurement. Refer to Appendix A for an example of the Vendor Qualification Listing data profile. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. Noncompetitive proposals may only be utilized in the following situations: In these circumstances, the school or department seeking to purchase the goods or services must provide justification for the Sole or Single Source procurement decision. If the contract is awarded on the basis of a single submitted bid, i.e., without negotiation, a justification of the price as fair and reasonable must be documented. The specific requirements are dependent on the type of contract being sourced and are detailed below. OMB Circular A-110 contains the uniform administrative requirements for institutions of higher education, hospitals, and other non-profit organizations with Federally-funded grants or cooperative agreements. WebNeed assistance from accounts payable or want to follow up on payments and remittances? 1.16 A qualification questionnaire must be completed and processed in advance of entering into a contract or purchase order. If additional information is required, Purchasing will inform the Project Manager or Project Administration of the required documentation. Purchasing will also introduce new vendors for qualification and Vendor Qualification Committee review. This process requires that the proposal be publicized, clearly outline the proposal requirements and include an invitation specifying the time and place of the unsealing of the bids. Bid documents, proposals and all subsequent correspondence must be properly filed, maintained and secured so that is not inadvertently revealed. Allowance shall be made for the time interval to transmit document, estimate, complexity of job, multiple trade, apparatus/equipment specified and return of bid. A technical evaluation, if possible should be performed for each proposal. For this reason, the applicable FAR provisions are referenced on Columbias Purchase Order forms and in its standard contracts. This senior officer is acknowledging their support of the exception request and through their signature is attesting that the request is appropriate and complies with the policy. Look up our team in the Finance Organizational Charts. Responsibilities will include drafting Requests for Proposal, Requests for Information, other procurement related documents, managing the RFP timeline, the distribution of proposals, ensuring compliance with University and CUFO policies, participating in vendor evaluation meetings, facilitating communications of Learn about Using the P-Card (Reconciling and Approving Transactions), View Payment Status and Remittance Information, Columbia University in the City of New York, Sponsored Projects: Post-Award Financial Administration, Advisory Committee on Socially Responsible Investing, EVP of Finance and Information Technology, University-Wide Purchasing Agreements (UwPA), Services, Software, and Consultant Agreements, Technology, Travel, and Business ProductsSourcing, Reset Supplier Request Password or Resend Questionaire, Using the P-Card (Reconciling and Approving Transactions), P-Card Hard Close and Monthly Audit Process, Using the Travel and Expense Corporate Card, Requests for Proposals and Notice to Bidders, Reimbursement Request for a Travel or Business Expense, International Wire Transfer Payment Request, Track Voucher Statusor Submit Documentation, Payments and Disbursementsby Wire Transfer, 1042 Tax Withholding for Nonresident Alien Individuals, 1099 Tax Withholding for Non-Employee Compensation. 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Reasonableness of the Competitive Sourcing price summary - Non Sponsored form is available through this link below Listing data....